Time and Labor is a web-based PeopleSoft application that allows employees to report working hours and leave directly into the system using the Employee Self Service timesheet. This new process:

  • Replaces paper timesheets and Payroll spreadsheets
  • Allows the employee to report time from anywhere
  • Integrates with Absence Management to track Sick and Vacation requests and balances
  • Calculates and tracks overtime
  • Tracks miscellaneous leaves (i.e. Jury Duty, Bereavement, etc.)
  • Uses an automated workflow for Manager approval of reported time 

Campus implementation of Time and Labor is underway. As implementation continues, we will continue to add updates and further information to our website. Please review the basics of Time and Labor below; training guides and additional resources are available on our Training Materials page.

How do I know what type of time reporter I am?
Decision tree for determining type of time reporter. If you get paid twice a month, you're semi-monthly. If you get paid once a month and you don't get overtime, you're Monthly Exempt. If you getpaid once a month and do get overtime, you're Monthly Non-Exempt.

  • Employee
    • Enters time into online timesheet accurately and timely
  • Manager
    • Approves direct report’s timesheet
    • Can enter on behalf of the employee
  • Backup Approver
    • Can enter and approve anyone in the department
  • Payable Approver
    • Second level of approval
    • Approves Comp Time payouts only
  • Time Administrator
    • Can enter time but cannot approve
    • Checks for saved/unapproved time
    • Ensures department complies with Payroll deadlines
    • Ensures new employees receive training
    • Coordinates security needs with Payroll
    • Maintains manager reporting structure and job title nicknames
    • Liaison between department and Payroll for updates and other communications

Monthly Exempt time reporters:

  • Not eligible for Overtime
  • Only responsible for reporting exceptions to their schedule (i.e. sick, vacation, jury duty, military leave, etc.)

Example timesheet for Monthly Exempt

Monthly Non-Exempt time reporters:

  • Eligible for Overtime/Comp Time
  • Report IN / MEAL OUT / IN / OUT of working hours per day
  • Report absence (i.e. sick, vacation, jury duty, bereavement, etc.)
  • Timesheet calculates “Punch Total” for hours worked
  • Overtime/Comp Time is calculated from sum of “Punch Totals” per work week (Sun – Sat)

Example timesheet for Monthly Non-Exempt

Semi-monthly time reporters:

  • Paid based on hours worked (ex: student workers or temporary workers)
  • Automatically paid Overtime
  • Only report IN/OUT times per day or per shift
  • Timesheet produces “Punch Total” based on IN/OUT times (no manual calculations needed)

Example Timesheet for Semi-Monthly

Web Clock

Departments have the option of having their semi-monthly time reporters enter time manually into the timesheet, or they can use the Web Clock:

  • Employee logs into the Galaxy portal and chooses to punch IN or OUT
  • System collects punch and feeds into timesheet
  • Manager will see no difference between self-reporters and Web Clock users
  • Employee can view their timesheet but cannot modify the punches

Example Timesheet showing Web Time Clock

Absence Management is the PeopleSoft module that handles absence processing for employee accruals and absences for eligible and enrolled employees. Absence is configured to calculate based on State of Texas rules for eligibility, accrual rates, and annual vacation carryover limits.

Through Employee Self-Service, employees are able to monitor their balances and request vacation and/or sick leave online. Through Manager Self-Service, direct supervisors are able to monitor their direct reports’ balances, respond to vacation/sick leave requests, and view an overall calendar of scheduled absences.

Example Timesheet showing absence reporting

The University of Texas at Dallas, as a component of the University of Texas System, is required to use definitions and standards applicable under the Fair Labor Standards Act to comply with the General Appropriations Act, Article IX, Section 2, concerning overtime compensation requirements.

The schedule of activities should be organized such that employees are not required to work in excess of established work periods except when operational necessities demand it. Any overtime served which results in an employee being paid for his/her services must have the advance written approval of the President or his/her designee. The president of UT Dallas has delegated this authority to the department heads.

For further instructions and clarification for instructions on who qualifies for compensatory and/or overtime, please refer to UTDBP3051: Pay Administration

Deadlines for employees paid monthly.
Pay Period Month Pay Date Time and Labor Department Deadline ePAR Completion in Payroll
August 2019 September 3, 2019 August 21, 2019 August 21, 2019
September 2019 October 1, 2019 September 18, 2019 September 18, 2019
October 2019 November 1, 2019 October 22, 2019 October 22, 2019
November 2019 December 2, 2019 November 18, 2019 November 18, 2019
December 2019 January 2, 2020 December 11, 2019 December 11, 2019
January 2020 February 3, 2020 January 22, 2020 January 22, 2020
February 2020 March 2, 2020 February 19, 2020 February 19, 2020
March 2020 April 1, 2020 March 20, 2020 March 20, 2020
April 2020 May 1, 2020 April 21, 2020 April 21, 2020
May 2020 June 1, 2020 May 19, 2020 May 19, 2020
June 2020 July 1, 2020 June 19, 2020 June 19, 2020
July 2020 August 3, 2020 July 22, 2020 July 22, 2020
August 2020 September 1, 2020 August 20, 2020 August 20, 2020

Deadlines for employees paid semi-monthly.
Pay Period Dates Pay Date Time and Labor Department Deadline ePAR Completion in Payroll
08/16/2019 – 08/31/2019 September 16, 2019 August 30, 2019 August 30, 2019
09/01/2019 – 09/15/2019 October 1, 2019 September 25, 2019 September 25, 2019
09/16/2019 – 09/30/2019 October 15, 2019 October 10, 2019 October 10, 2019
10/01/2019 – 10/15/2019 November 1, 2019 October 28, 2019 October 28, 2019
10/16/2019 – 10/31/2019 November 15, 2019 November 11, 2019 November 11, 2019
11/01/2019 – 11/15/2019 December 2, 2019 November 22, 2019 November 22, 2019
11/16/2019 – 11/30/2019 December 16, 2019 December 6, 2019 December 6, 2019
12/01/2019 – 12/15/2019 January 2, 2020 December 17, 2019 December 17, 2019
12/16/2019 – 12/31/2019 January 15, 2020 January 9, 2020 January 9, 2020
01/01/2020 – 01/15/2020 February 3, 2020 January 28, 2020 January 28, 2020
01/16/2020 – 01/31/2020 February 18, 2020 February 12, 2020 February 12, 2020
02/01/2020 – 02/15/2020 March 2, 2020 February 25, 2020 February 25, 2020
02/16/2020 – 02/28/2020 March 16, 2020 March 10, 2020 March 10, 2020
03/01/2020 – 03/15/2020 April 1, 2020 March 26, 2020 March 26, 2020
03/16/2020 – 03/31/2020 April 15, 2020 April 9, 2020 April 9, 2020
04/01/2020 – 04/15/2020 May 1, 2020 April 27, 2020 April 27, 2020
04/16/2020 – 04/30/2020 May 15, 2020 May 11, 2020 May 11, 2020
05/01/2020 – 05/15/2020 June 1, 2020 May 26, 2020 May 26, 2020
05/16/2020 – 05/31/2020 June 15, 2020 June 9, 2020 June 9, 2020
06/01/2020 – 06/15/2020 July 1, 2020 June 25, 2020 June 25, 2020
06/16/2020 – 06/30/2020 July 15, 2020 July 9, 2020 July 9, 2020
07/01/2020 – 07/15/2020 August 3, 2020 July 28, 2020 July 28, 2020
07/16/2020 – 07/31/2020 August 17, 2020 August 11, 2020 August 11, 2020
08/01/2020 – 08/15/2020 September 1, 2020 August 26, 2020 August 26, 2020
08/16/2020 – 08/31/2020 September 15, 2020 August 31, 2020 August 31, 2020